File Management
Organize production files, brand assets, and deliverables all in one place.
File Types in MyStudio
Production Files
Project-specific documents:
- Scripts
- Storyboards
- Shooting schedules
- Shot lists
- Release forms
Company Assets
Shared brand materials:
- Logos
- Brand guidelines
- Color palettes
- Fonts
- Templates
Review Videos
Video content for review:
- Draft cuts
- Revisions
- Final deliverables
Production Files
Where to Find Them
- Open a project
- Click Production Files tab
- Browse uploaded files
Uploading Production Files
Staff members can upload:
- Click Upload File
- Select file(s)
- Choose category:
- Script
- Storyboard
- Schedule
- Asset
- Other
- Add name and description
- Upload
Supported Formats
- Documents: PDF, DOC, DOCX, TXT
- Spreadsheets: XLS, XLSX, CSV
- Images: PNG, JPG, GIF, SVG
- Videos: MP4, MOV (small files)
- Archives: ZIP, RAR
File Size Limits
- Standard files: Up to 50MB
- Large files: Contact admin
- Very large files: Use Google Drive integration
Company Assets
Accessing Assets
Click Company Assets in the sidebar.
Asset Categories
| Category | Contents |
|---|---|
| Logo | Company logos (various formats) |
| Brand Guide | Brand guidelines documents |
| Color Palette | Color specifications |
| Template | Reusable templates |
| Style Guide | Visual style documentation |
| Font | Typography files |
| Image | Stock photos, graphics |
| Other | Miscellaneous |
Uploading Assets
- Click Upload Asset
- Select file
- Choose category
- Add name and description
- Upload
Asset Management
- View in grid or list
- Filter by category
- Search by name
- Sort by date or name
Downloading Files
Single File
- Click on the file
- Click Download
- File saves to your device
Multiple Files
- Select files (checkbox)
- Click Download Selected
- Files download as ZIP
All Project Files
- Open project
- Click Download All Files
- Everything packaged as ZIP
File Organization
Naming Conventions
Use clear, descriptive names:
- Yes
Project_Name_Script_v2.pdf - Yes
Logo_Primary_RGB.png - No
Document1.pdf - No
final_FINAL_v2.docx
Version Control
Include versions in filenames:
Script_v1.pdfScript_v2_ClientFeedback.pdfScript_v3_Final.pdf
Categories
Use categories consistently:
- Match the category to content
- Don't use "Other" unless necessary
- Keep assets organized
File Sharing
With Team Members
All project files are available to:
- Assigned production staff
- Clients with access
External Sharing
Share specific files:
- Select file
- Click Share
- Generate link
- Set expiration
- Send to recipient
Storage Limits
Plan-Based Limits
| Plan | Storage |
|---|---|
| Starter | 50 GB |
| Professional | 500 GB |
| Enterprise | 1 TB |
Checking Usage
View storage usage in:
- Portal Settings
- Admin Dashboard
Managing Storage
- Delete old/unnecessary files
- Archive completed projects
- Upgrade plan if needed
Google Drive Integration
For Large Files
Files over 100MB use Google Drive:
- Click Upload Large File
- Sign in to Google (if needed)
- Select file
- Upload to Drive
- Link appears in MyStudio
Benefits
- No size limit
- Fast uploads
- Google's reliability
- Shareable links
File Security
Access Control
- Files inherit project permissions
- Only authorized users can access
- Assets restricted to company
Encryption
- Files encrypted in transit
- Secure storage
- Protected links
Audit Trail
Track file activity:
- Who uploaded
- When downloaded
- Access history
Search and Filter
Searching Files
Find files by:
- Name
- Description
- Category
- Date range
Filtering
Filter by:
- File type
- Category
- Upload date
- Uploader
Best Practices
Regular Cleanup
- Remove outdated files
- Delete duplicates
- Archive old projects
Consistent Organization
- Use standard naming
- Categorize properly
- Add descriptions
Version Management
- Keep important versions
- Delete unnecessary drafts
- Mark finals clearly
Troubleshooting
Upload Failed
- Check file size
- Verify format is supported
- Check internet connection
- Try smaller file or different format
File Not Visible
- Check permissions
- Verify upload completed
- Refresh the page
- Check filter settings
Can't Download
- Check internet connection
- Verify you have access
- Try different browser
- Contact admin if issue persists